Executive Assistant - Police Department

About the role

Under general administrative direction, incumbent performs advanced secretarial and administrative support for a department head, the Mayor, Chief of Staff or other executive in the Mayor’s office. Assignment of duties includes work of a confidential or complex nature, exposure to sensitive information and contacts requiring considerable discretion, judgment, tact and diplomacy. Light physical effort. Pleasant working conditions with little or no exposure to hazards. May be exposed to discomfort associated with frequent use of computer keyboard and exposure to computer monitor displays. Intermittent exposure to stress as a result of human behavior and the demand of various job assignments. Attendance at some night meetings or irregular working hours may be required.

Responsibilities

• Acting in a confidential capacity, reviews and summarizes all correspondence, reports, legal and legislative dealings requiring executive action.
• Processes or obtains supplemental information necessary for the executive to act or refer to the division-level managers.
• Prepares all correspondence and file documents related to budgetary, administrative, legal, and legislative actions for access and historical tracking.
• Prepares council agenda cover sheets, summary reports and appropriate attachments for distribution and timely council action.
• Prepares or assists in the preparation of various reports.
• Researches topics or issues and gathers specialized information.
• Composes correspondence, memos, reports, forms and other materials from rough draft, final working draft, notes, dictation notes or digital recording.
• Creates meeting agendas, takes and prepares minutes and other meeting materials.
• Where appropriate, responds in writing on behalf of the executive.
• Makes travel arrangements, sets meetings and schedules conference rooms and attendees.
• Maintains the executive’s master calendar and prepares daily schedule of events.
• Maintains filing system of daily informational materials, including sensitive or confidential information, for meetings, department actions, revolving issues/items that require follow up or rescheduling.
• Uses considerable public relations skills in handling calls, resolving issues, and supplying information about city government, or routing calls and individuals to proper city personnel for assistance.
• May perform staff support activities for mayor’s cabinet meetings, establishing meeting dates, times and locations, receiving and distributing materials for review and action.
• Ensures appropriate level of documentation and approval-action follow through.
• Performs other duties as assigned.

Requirements

Graduation from high school or the equivalent and two years paid progressively more responsible office experience including any combination of office management, public or community relations, and/or executive secretary duties. Up to two years of post-secondary academic training may be substituted for required experience on a year-for-year basis.

Qualifications

• Possession of a valid state driver’s license or Utah driving privilege card may be required.

Skills

• Ability to maintain an effective working relationship with individuals of diverse backgrounds, including public